Difference between revisions of "Clearing any unprocessed transactions at a year end"

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== Summary ==
 
== Summary ==
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This article explains how to deal with unprocessed transactions at your financial year end. These often come from items being posted after a month is closed down.  
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This article explains how to deal with unprocessed transactions at your financial year end. These often come from items being posted after a month is closed down.
  
 
== More Information ==
 
== More Information ==
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</pre>
 
</pre>
  
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To see what needs to be processed and how you can print an "''Unprocessed Transaction Report''" :
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To see what needs to be processed and what steps you are advised to take you may print an "''Unprocessed Transaction Report''" :
−
 
 
−
* This could be a long report so you may wish to press {{KeyPress|A+P}} and select your PDF printer or Print to File option followed by {{KeyPress|F2}} to print the report.
 
−
 
 
−
All Unprocessed Transactions will be listed followed by advice on how to deal with them.
 
  
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The following procedure will help you quickly process this advice and get you on the way to your new financial year:
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{{Warning|text=This could be a very long report so we advise you to press {{KeyPress|A-P}} and select your PDF printer or Print to File option followed by {{KeyPress|F2}} to print the report.}}
  
−
=== Actions to Take ===
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== Actions to Take ==
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Depending on which ledgers the Year End option said has unprocessed data, and what the "Unprocessed Transactions Report" has outlined as a problem. The issues will be one or more of the following possibilities:
+
Your report will highlight areas of unprocessed data. Typically these are:
  
 
* Print a Sales Daybook
 
* Print a Sales Daybook
Line 40: Line 38:
 
* Print a Purchase Daybook
 
* Print a Purchase Daybook
 
* Run the Update Nominal from Purchase
 
* Run the Update Nominal from Purchase
−
* Run the Audit Trail for before the start of the next Financial Year
+
* Run the Audit Months Before a Given Date Report
 
* Run the Profit & Loss Audit
 
* Run the Profit & Loss Audit
−
* Run the Balance Sheet Audit  
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* Run the Balance Sheet Audit
  
−
To rectify these Problems carry out the appropriate actions from the list below.  
+
{{Tip|text=To ensure all data is processed please follow '''all''' of the steps listed below, in order, as they are written.}}
  
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==== Financial Period Check ====
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=== Financial Period Check ===
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Go to {{Menu|Systems\{{RP}}||Set New Financial Period}}.
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Go to {{Menu|{{RP}}||Set New Financial Period}}.
−
* Check the Financial Period is set to the final month of the year. If it is not, move the arrows to point at the last month of the year and press {{KeyPress|Enter}} to set the period.  
+
* Check the Financial Period is set to the final month of the year. If it is not, move the arrows to point at the last month of the year and press {{KeyPress|ENTER}} to set the period.
  
−
==== Sales Ledger ====
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=== Print a Sales Daybook & Update Nominal ===
−
If you have unprocessed data in the Sales Ledger please follow '''each''' of the steps in the section below to clear them:
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Go to {{Menu|{{SL}}|Daybook Listing|Print Daybook}}.
−
 
+
* Make sure {{DataPrompt|Update Nominal}} is set to {{DataValue|Yes}}
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===== Print a Sales Daybook & Update Nominal =====
+
* The date range should be for the whole Financial Year.
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Go to {{Menu|Systems\Accounts|{{SL}}|Daybook Listing|Print Daybook}}.
 
−
* Make sure {{DataPrompt|Update Nominal}} is set to {{DataValue|Yes}} and the date range is for the whole Financial Year.
 
 
* Click {{Button|Print}} and press {{Button|Accept}} when complete.
 
* Click {{Button|Print}} and press {{Button|Accept}} when complete.
−
 
+
* Repeat this process but this time with {{DataPrompt|Update Nominal}} set to {{DataValue|No}}.
−
===== Print a Sales Daybook =====
+
* The date range should remain as for the whole Financial Year.
−
Go to {{Menu|Systems\Accounts|{{SL}}|Daybook Listing|Print Daybook}}.
 
−
* Make sure {{DataPrompt|Update Nominal}} is set to {{DataValue|No}} and the date range is for the whole Financial Year.
 
 
* Click {{Button|Print}} and press {{Button|Accept}} when complete.
 
* Click {{Button|Print}} and press {{Button|Accept}} when complete.
  
−
===== Run the Update Nominal from Sales Ledger =====
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=== Run the Update Nominal from Sales Ledger ===
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Go to  {{Menu|Systems\Accounts|{{SL}}|Maintenance Options|Nominal Ledger Update}}.
+
Go to  {{Menu|{{SL}}|Maintenance Options|Nominal Ledger Update}}.
  
 
{{Note|text=The system will warn you that it is not advised to update this way but just press {{Button|Yes}} to continue.}}
 
{{Note|text=The system will warn you that it is not advised to update this way but just press {{Button|Yes}} to continue.}}
  
−
==== Purchase Ledger ====
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=== Print a Purchase Daybook & Update Nominal ===
−
If you have unprocessed data in the Purchase Ledger please follow '''each''' of the steps in the section below to clear them:
+
Go to {{Menu|{{PL}}|Daybook Listing|Print Daybook}}.
−
 
+
* Make sure {{DataPrompt|Update Nominal}} is set to {{DataValue|Yes}}
−
===== Print a Purchase Daybook & Update Nominal =====
+
* The date range  should be for the whole Financial Year.
−
Go to {{Menu|Systems\Accounts|{{PL}}|Daybook Listing|Print Daybook}}.
+
* Click {{Button|Print}} and press {{Button|Accept}} when complete.
−
* Make sure {{DataPrompt|Update Nominal}} is set to {{DataValue|Yes}} and the date range is for the whole Financial Year.
+
* Repeat this process but this time with {{DataPrompt|Update Nominal}} set to {{DataValue|No}}.
 +
* The date range should remain as for the whole Financial Year.
 
* Click {{Button|Print}} and press {{Button|Accept}} when complete.
 
* Click {{Button|Print}} and press {{Button|Accept}} when complete.
  
−
===== Print a Purchase Daybook =====
+
=== Run the Update Nominal from Purchase ===
−
Go to {{Menu|Systems\Accounts|{{PL}}|Daybook Listing|Print Daybook}}.
+
Go to {{Menu|{{PL}}|Maintenance Options|Nominal Ledger Update}}.
−
* Make sure {{DataPrompt|Update Nominal}} is set to {{DataValue|No}} and the date range is for the whole Financial Year.
 
−
* Click {{Button|Print}} and press{{Button|Accept}} when complete.
 
−
 
 
−
===== Run the Update Nominal from Purchase =====
 
−
Go to {{Menu|Systems\Accounts|{{PL}}|Maintenance Options|Nominal Ledger Update}}.
 
  
 
{{Note|text=The system will warn you that it is not advised to  update this way but just press {{Button|Yes}} to continue.}}
 
{{Note|text=The system will warn you that it is not advised to  update this way but just press {{Button|Yes}} to continue.}}
  
−
==== Run the Audit Trail for before the start of the next Financial Year ====
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=== Run the Audit Months Before a Given Date Report ===
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If you have unprocessed data in the Sales, Purchase or Nominal Ledgers on the Audit asterisk, this can be cleared in one go as follows:
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Go to {{Menu|{{RP}}|Reports|Monthly Audit & Cashbook|Audit Months Before a Given Date}}.
−
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* Enter the month and year of the first month of the new financial year, i.e. if you are clearing down financial year ending December 2018, enter {{DataValue|01/19}}.
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Go to {{Menu|Systems\{{RP}}|Reports|Monthly Audit & Cashbook|Audit Months Before a Given Date}}.
 
−
* Enter the month and year of the first month of the new financial year, i.e. if you are clearing down financial year ending December 2015, enter {{DataValue|01/16}}.
 
 
* Accept when complete.
 
* Accept when complete.
  
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==== Nominal Ledger ====
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=== Run the Profit & Loss Audit ===
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If you have unprocessed data in the Nominal Ledger with asterisks in the any of the following headings, use the steps in the sections below to clear them:
+
Go to {{Menu|{{NL}}|Profit & Loss|Change Report Range}}.
−
 
+
*Change the start date to be the start of your financial year.
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===== Run the Profit & Loss Audit =====
 
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Go to {{Menu|Systems\Accounts|{{NL}}|Profit & Loss|Change Report Range}}.
 
−
*Change the start date to be {{DataValue|01/01/2000}}.
 
 
*Change the end date to be the last day of the financial year that you are trying to close.
 
*Change the end date to be the last day of the financial year that you are trying to close.
−
**Press {{KeyPress|Escape}} to exit this option.  
+
**Press {{KeyPress|ESC}} to exit this option.
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*Choose "Audit Trail & Cleardown" and press {{Button|Accept}} when complete.
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* Firstly choose {{Button|Run Profit & Loss Report}} as this will give you a print for the whole year.
−
 
+
* Secondly choose {{Button|Audit Trail & Cleardown}} and press {{Button|Accept}} when complete.
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This will process all months with unprocessed Profit & Loss transactions regardless of their date.  
 
  
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===== Run the Balance Sheet Audit =====
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=== Run the Balance Sheet Audit ===
 
{{Note|text=The Balance Sheet audit report '''CANNOT''' be run for a specific period of time like the Profit and Loss audit.}}
 
{{Note|text=The Balance Sheet audit report '''CANNOT''' be run for a specific period of time like the Profit and Loss audit.}}
  
−
Go to Systems\{{RP}}|Set New Financial Period}}.
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Go to {{Menu|{{NL}}|Balance Sheet}}
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*Check the Financial Period is set to the last month of the year and press {{KeyPress|Enter}} to set the period.  
+
* Select {{Button|Balance Sheet}} for an updated print as at the year end.
−
 
+
* Followed by {{Button|Audit Trail & Cleardown}}
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Go to {{Menu|Systems\Accounts|{{NL}}|Balance Sheet|Audit Trail & Cleardown}}.
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* Press {{Button|Accept}} when complete.
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* Press the {{Button|Accept}} when complete.
 
  
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This will process all months with unprocessed balance sheet transactions regardless of their date.  
+
== Finishing Off ==
 +
{{Information|text=Please be aware that you cannot post transactions into a closed financial year. If you need to post year end adjustments you will need to repeat the above steps once you have made your adjustments.}}
  
−
==== Finishing Off ====
+
After carrying out the necessary processes from the list above, go back and try the Year End option again. You should simply get the message :
−
After carrying out the necessary processes from the list above, go back and try the Year End option again. You should simply get the message :  
 
  
 
<pre>
 
<pre>
−
Current Financial Year is 01/<start month>/<year> to 31/<last month>/<year>.  
+
Current Financial Year is 01/<start month>/<year> to 31/<last month>/<year>.
  
−
Continue (Y/N)".  
+
Continue (Y/N)".
 
</pre>
 
</pre>
  
−
*Press the {{Button|Yes}} to close off the year.
+
{{Warning|text=STOP: Check you have all the reports you need before closing the year. Key reports would be your Aged Debtors & Aged Creditors and Trial Balance as at the year end. Please follow advice in [[How to process a month end|this]] article for how to produce these reports.}}
 +
 
 +
* If you need to run any further reports press {{Button|No}} to exit  else choose {{Button|Yes}}.
  
 
== See also ==
 
== See also ==
−
* [[Setting up the Platinum Backup Program]]
+
* [[How to process a month end]]
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* [[How do I Process a Year end?]]
+
* [[How do I process a year end?]]
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* [[How do I send a Printout to a File?]]
+
* [[Setting up the Platinum backup program]]
−
 
+
* [[How do I send a printout to a file?]]
  
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{{KB_Tags|process, year, end, year end, process year end, cleardown transactions, clear, down, trans,transactions, set financial period, financial year, unproc, proc}}
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{{KB_Tags|process, year, end, year end, process year end, cleardown transactions, clear, down, trans, transactions, set financial period, financial year, unproc, proc}}
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{{ZN_Accounts}} {{ZN_Admin}} {{KB_SL}} {{KB_PL}} {{KB_NL}} {{Hint}} {{Guide}}
+
{{Guide}}{{Hint}}{{KB_NL}}{{KB_PL}}{{KB_SL}}{{ZN_Accounts}}{{ZN_Admin}}

Latest revision as of 11:00, 17 March 2023


Summary

This article explains how to deal with unprocessed transactions at your financial year end. These often come from items being posted after a month is closed down.

More Information

The symptom of this is when you select your year end option the system shows you a screen something like this: 


                     <<<<<< WARNING >>>>>>

End of Year aborted : All previous years data must be processed before
                      proceeding.  Data for the previous year has been
                      found in the following ...

                      Sales Ledger
                      Purchase Ledger
                      Nominal Ledger

                      Please perform  normal period end  procedures on
                      the  appropriate  ledgers  as  required.  It  is
                      important  to close  the  Nominal  Ledger  after
                      both  the  Sales & Purchase  have been Completed
                      as journal entries may be created.

To see what needs to be processed and what steps you are advised to take you may print an "Unprocessed Transaction Report" :

This could be a very long report so we advise you to press <Alt+P> and select your PDF printer or Print to File option followed by <F2> to print the report.

Actions to Take

Your report will highlight areas of unprocessed data. Typically these are:

  • Print a Sales Daybook
  • Run the Update Nominal from Sales
  • Print a Purchase Daybook
  • Run the Update Nominal from Purchase
  • Run the Audit Months Before a Given Date Report
  • Run the Profit & Loss Audit
  • Run the Balance Sheet Audit
To ensure all data is processed please follow all of the steps listed below, in order, as they are written.

Financial Period Check

Go to " Reports & Settings Set New Financial Period".

  • Check the Financial Period is set to the final month of the year. If it is not, move the arrows to point at the last month of the year and press <Enter> to set the period.

Print a Sales Daybook & Update Nominal

Go to " Sales Ledger Daybook Listing Print Daybook".

  • Make sure "Update Nominal" is set to 'Yes'
  • The date range should be for the whole Financial Year.
  • Click [Print] and press [Accept] when complete.
  • Repeat this process but this time with "Update Nominal" set to 'No'.
  • The date range should remain as for the whole Financial Year.
  • Click [Print] and press [Accept] when complete.

Run the Update Nominal from Sales Ledger

Go to " Sales Ledger Maintenance Options Nominal Ledger Update".

The system will warn you that it is not advised to update this way but just press [Yes] to continue.

Print a Purchase Daybook & Update Nominal

Go to " Purchase Ledger Daybook Listing Print Daybook".

  • Make sure "Update Nominal" is set to 'Yes'
  • The date range should be for the whole Financial Year.
  • Click [Print] and press [Accept] when complete.
  • Repeat this process but this time with "Update Nominal" set to 'No'.
  • The date range should remain as for the whole Financial Year.
  • Click [Print] and press [Accept] when complete.

Run the Update Nominal from Purchase

Go to " Purchase Ledger Maintenance Options Nominal Ledger Update".

The system will warn you that it is not advised to update this way but just press [Yes] to continue.

Run the Audit Months Before a Given Date Report

Go to " Reports & Settings Reports Monthly Audit & Cashbook Audit Months Before a Given Date".

  • Enter the month and year of the first month of the new financial year, i.e. if you are clearing down financial year ending December 2018, enter '01/19'.
  • Accept when complete.

Run the Profit & Loss Audit

Go to " Nominal Ledger Profit & Loss Change Report Range".

  • Change the start date to be the start of your financial year.
  • Change the end date to be the last day of the financial year that you are trying to close.
    • Press <Esc> to exit this option.
  • Firstly choose [Run Profit & Loss Report] as this will give you a print for the whole year.
  • Secondly choose [Audit Trail & Cleardown] and press [Accept] when complete.

Run the Balance Sheet Audit

The Balance Sheet audit report CANNOT be run for a specific period of time like the Profit and Loss audit.

Go to " Nominal Ledger Balance Sheet"

  • Select [Balance Sheet] for an updated print as at the year end.
  • Followed by [Audit Trail & Cleardown]
  • Press [Accept] when complete.

Finishing Off

Please be aware that you cannot post transactions into a closed financial year. If you need to post year end adjustments you will need to repeat the above steps once you have made your adjustments.

After carrying out the necessary processes from the list above, go back and try the Year End option again. You should simply get the message : 

Current Financial Year is 01/<start month>/<year> to 31/<last month>/<year>.

Continue (Y/N)".
STOP: Check you have all the reports you need before closing the year. Key reports would be your Aged Debtors & Aged Creditors and Trial Balance as at the year end. Please follow advice in this article for how to produce these reports.
  • If you need to run any further reports press [No] to exit else choose [Yes].

See also


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Keywords AND Misspellings
process, year, end, year end, process year end, cleardown transactions, clear, down, trans, transactions, set financial period, financial year, unproc, proc
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